Construction Field Administrative Assistant

The Administrative Assistant is responsible for assisting the Solar Division with general administrative support.

This position is 100% on site at a project site, and this is a temp to perm position.

Essential Duties and Responsibilities

• Maintains a comprehensive and orderly project file system. Ensures the team adheres to the filing process.
• Assists the team with mailing of FedEx, Certified Mail, etc. Distribute and/or scan mail to recipient daily.
• Assists the Project Management team in tracking Certificate of Insurance and processing paperwork, including invoices, application for payment, subcontract agreement, purchase orders, and labor cost reports.
• Accurately enters the payroll daily.
• Completes daily and weekly audits to ensure all craft employees are correctly paid. Ensures all payroll issues are accurately and timely resolved.
• Maintain office supply inventory
• Code monthly credit card charges
• Schedule travel arrangements as required
• Accurately and timely notifies Accounts Payable regarding new vendors to ensure they are correctly set up in JDE prior to placing an order.
• Files, matches, and processes vendor invoices, purchase orders, and packing slips for validation by the Project Accountant. Copies invoices and back up data for the project files and the monthly client billing.
• Timely assists the project submittal process including shop drawings and certifications.
• Promptly copies plans and specifications as directed by the Project Team and/or Management Team.
• Plan and execute team-building activities and events.
• Coordinate logistics and details for all company events
• Assist in scheduling and managing meetings, including preparing agendas and materials.
• Provide administrative support to the Worcester and Cambridge offices, including quarterly travel.
• Assist with notary services (preferred or willing to obtain certification).
• Assist the completion of miscellaneous assignments and projects.